Meetings and Events Coordinator

lottenypalacejobs; New York (NY); On-site; USD 45,000 - 51,000; Full time

Job summary

Lottenypalacejobs in New York, NY seeks an experienced hotel administrative professional to handle billing, inquiries, and communications for the Director of Meetings and Events or Catering Sales Managers.

You will prepare memos, BEOs, contracts, and sales materials, maintain par stock, and ensure accurate event documentation and billing. Requires two years in a similar luxury setting and proficiency in MS Word, Excel, PowerPoint, and Delphi.

Qualifications

• High school diploma and a college degree in hotel or business administration are required.
• Extensive experience in similar luxury establishment.
• Experience in a similar operational area for a minimum of two years.
• Knowledge of business letters, BEOs and telephone etiquette is required.
• Excellent telephone skills and manners. Ability to interact with fellow employees and clients of the hotel.

Responsibilities

• Ensure all billing requirements are met.
• Answer all telephone inquiries in a pleasant, courteous and professional manner and ensure that all pertinent information is noted accurately and legibly and quickly communicated to Director of Meetings and Events or Catering Sales Managers.
• Assist and handle all administrative needs of Director of Meetings and Events or Catering Sales Managers.
• Prepare all written communications: memorandums, BEOs, contracts, sales letters, cover letters, thank you letters, mailings, collateral, etc
• Ensure that administrative operation has adequate par stock of materials necessary to perform all daily tasks and order supplies on regular basis.
• Perform all administrative duties in a tidy, organized manner and maintain offices in an orderly and guest ready environment at all times.
• Responsible for daily distribution of guarantee sheets, memos, reader boards and their accuracy. Must walk throughout hotel to deliver last minute events.
• Responsible for ordering and correct billing of all coat checks.
• Check all banquet statements and ensure their accuracy before the conclusion of all events.
• Maintain a par stock of all printed menus and sales collateral as well as a stock of completed sale kits.
• Print and assemble all table menus, place cards and tent cards as needed.
• Place all flower orders as needed and ensure correct billing.
• Communicate all last minute changes, additions and cancellations via telephone or hand delivered memo.
• Ensure that all entries in Delphi are accurate.
• Fax all necessary correspondence
• Attend all necessary meeting and take appropriate minutes.
• Prepare all necessary reports: forecasts, pace reports, lost business reports, inquiries, booking reports, trace reports.
• Make room reservations as needed and ensure the delivery of amenities.
• Process all purchase orders and special requests.
• Order all audio visual requests as needed.

Skills

Telephone skills

Manners

Microsoft Word

Excel

PowerPoint

Delphi

Education

High school diploma

College degree in hotel or business administration

Tools

Microsoft Word

Excel

PowerPoint

Delphi

Job description

• Ensure all billing requirements are met.
• Answer all telephone inquiries in a pleasant, courteous and professional manner and ensure that all pertinent information is noted accurately and legibly and quickly communicated to Director of Meetings and Events or Catering Sales Managers.
• Assist and handle all administrative needs of Director of Meetings and Events or Catering Sales Managers.
• Prepare all written communications: memorandums, BEOs, contracts, sales letters, cover letters, thank you letters, mailings, collateral, etc
• Ensure that administrative operation has adequate par stock of materials necessary to perform all daily tasks and order supplies on regular basis.
• Perform all administrative duties in a tidy, organized manner and maintain offices in an orderly and guest ready environment at all times.
• Responsible for daily distribution of guarantee sheets, memos, reader boards and their accuracy. Must walk throughout hotel to deliver last minute events.
• Responsible for ordering and correct billing of all coat checks.
• Check all banquet statements and ensure their accuracy before the conclusion of all events.
• Maintain a par stock of all printed menus and sales collateral as well as a stock of completed sale kits.
• Print and assemble all table menus, place cards and tent cards as needed.
• Place all flower orders as needed and ensure correct billing.
• Communicate all last minute changes, additions and cancellations via telephone or hand delivered memo.
• Ensure that all entries in Delphi are accurate.
• Fax all necessary correspondence
• Attend all necessary meeting and take appropriate minutes.
• Prepare all necessary reports: forecasts, pace reports, lost business reports, inquiries, booking reports, trace reports.
• Make room reservations as needed and ensure the delivery of amenities.
• Process all purchase orders and special requests.
• Order all audio visual requests as needed.

Salary: $32.99-$37.04 per hour

• High school diploma and a college degree in hotel or business administration are required.
• Extensive experience in similar luxury establishment
• Experience in a similar operational area for a minimum of two years
• The specific strategic or operational knowledge needed to perform the job
• Basic secretarial/administrative knowledge such as business letter, BEOs and telephone etiquette is required.
• Excellent telephone skills and manners. Ability to interact with fellow employees and clients of the hotel both via phone and in person.
• Knowledge of hotel structure and how all departments interact.
• Proficient in Microsoft Word, Excel, Power Point and Delphi.